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iBuild User Manual

Version: 1.0

Creation Date: 7/13/2012


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Version 1.0 iBuild User Manual 1

Table of Contents

TABLE OF CONTENTS 1

REVISIONS 3

GETTING STARTED 4

BASIC HARDWARE REQUIREMENTS 4OPTIONAL TOOLS AND HARDWARE 5

LOGGING INTO IBUILD 7DOWNLOADS 7

HOW TO USE THIS MANUAL 9

INTRODUCTION AND EXPECTATIONS FOR IBUILD PARTICIPANTS 10

WHY THE SWITCH TO IBUILD? 10WHAT IS EXPECTED OF ME FOR IBUILD? 11

iBuild Business Consultants 11Regional Managers of Engineering 12iBuild Champions 12Doer Sellers 12Gilbane Project Staff 14

Regional Technologists 14Architects and Consulting Engineers 14Client 15Trade Contractors 15Program Management and Other Delivery Methods 16

IBUILD CORE COMPONENTS 16The Dashboard 16Smart Applications 17Workflow 19Grid Views 19SmartViewer 20

BASIC FUNCTIONS OF IBUILD 22

WORKING IN THE DASHBOARD 22Project Menu 22User Menu 22The Dock 24Available Dashboards 24Toggle Tree Mode 25Searching 26

DETAILED LOOK AT A RECORD 27Details Tab 27Revisions Tab 29Attachments Tab 30Comments Tab 31Links Tab 32Audit Tab 33

WORKING WITH NEW RECORDS 34Creating a Record 34Entering Information into a Record 34Submitting and Exiting a Record 36

WORKING WITH EXISTING RECORDS 36Accessing a Record 36Performing a Workflow Step 37Using CC: Notifications 38Emailing a Record 38


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Uploading and Downloading Attachments 40Creating Comments 41Viewing and Responding to Comments 42Linking Records 42

WORKING IN THE GRID 43Performing In-Grid Edits 44Performing Bulk Edits 45Performing Bulk Workflow 46Building PDFs 46Exporting Data from the Grid 48

REPORTS 49Reporting from the Dock 49Reporting from the Grid 49

SMARTAPP DETAILS, WORKFLOW AND SECURITY 50

IBUILD ROLES AND SECURITY OVERVIEW 50ENGINEERING SMARTAPPS 52

Meeting Manager 52Request for Information (RFI) Manager 55Submittal Manager 60Material Manager 66Transmittal Manager 67

FIELD SMARTAPPS 69

Master/Contractor Daily Work Report Manager 69Inspection and Test Manager 72Rolling Completion List (RCL) Manager 74Punch List Manager 75Safety Manager 76

SMARTVIEWER 77Opening SmartViewer 77Using SmartViewers Navigation and Markup Tools 79Layer Management 80Posting SmartSymbols 82Drawing Overlays 84

OTHER COMMON SMARTAPPS 87Issue Manager/Project Team Issue Manager 87

Task Manager 88Schedule Impact Manager 89Read File Manager 90

DOCUMENT LIBRARY STRUCTURES 91

UPLOADING FILES INTO IBUILD 91CONTRACT DOCUMENT MANAGER 92

Bulletin/ASI Issuance 94CORRESPONDENCE MANAGER 95GILBANE SECURE DOCUMENT MANAGER 95IDCSMARTAPPS 95PUBLIC DETAILED DOCUMENT MANAGER 96PUBLIC PROJECT DOCUMENT MANAGER 96TIPS FOR DOCUMENT UPLOADING 97

INTERMEDIATE IMPORTING 98

STANDARD IMPORTING STEPS 98

INTERMEDIATE PROJECT SETUP 102

SUMMARY OF SETUP TASKS 102GENERAL SETUP TIPS 103TASK1:CONDUCT INTERNAL IBUILD KICKOFF MEETING 104TASK2:CONDUCT EXTERNAL IBUILD KICKOFF MEETING 106


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TASK3:ENTER PROJECT INTO SYSTEM 108TASK4:ENTERALL KNOWN USERS INTO SYSTEM 109

Adding a Single First-Time User 109Preparing Multiple First-Time User Data for Import 112Associating Users to the Current Project 113Addressing Team Members who will not Participate in iBuild 115

TASK5:SET UP CSICODES 116TASK6:SET UP PROJECT INFORMATION AND DROP DOWNS 116

Project Information 116Modifying Drop Down Selections 118

TASK7:SET UP BID PACKAGES 121TASK8:BRING IN CONTRACT DOCUMENTS 123TASK9:SET UP SUBMITTAL REGISTER 125

Importing the Submittal Register 125TASK10:POPULATING PROJECT LOCATIONS 128

Adding Single Project Locations 128Importing Multiple Project Locations 128

TASK11:POPULATING PROJECT DOCUMENT INFORMATION 129Loading Project Document Information 129

INTERMEDIATE OTHER 130

CREATING AND POPULATING DISTRIBUTION GROUPS AND PROJECT LOCATIONS 130Creating New Distribution Groups and Project Locations 130

Associating Users to Distribution Groups, Project Locations, and Additional SecurityGroups 131

CONFIGURING GRID VIEWS 131Sorting Grid Views 131Filtering Grid Views 132Grouping Grid Views 133Changing Columns in the Grid 134Saving Configured Grid Views 134

CREATING CUSTOM DASHBOARDS 134DELEGATION 136

Delegating a Workflow Step 137Global Delegation 137

APPENDIX 139

APPENDIXA:RESOURCES AND TRAINING 139Project-specific Training 139Resources 139

APPENDIX B:GLOSSARY OF TERMS 140APPENDIX C:WATCH-OUTS 142APPENDIX D:FREQUENTLYASKED QUESTIONS,TIPS, AND TRICKS 144APPENDIX E:LIST OFAVAILABLE RFI,SUBMITTAL REPORTS 147

RFI Reports 147Submittal Reports 152

APPENDIX F: IBUILD COMPANY/CONTACT INFORMATION 157APPENDIX G:PROJECT CONTROLS MARKETANALYSIS 158APPENDIX H:RFIROUTING OPTIONS AND WORKSHEETS 160

Revisions

VERSION REVISED DATE REVISION NOTES

1.0 7/13/2012Initial Version, with information from Setup Toolkit v2.2 and Just-in-Time Tutorials.Current to iBuild v10.


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Getting StartediBuild is a fully web-based project management application that offers all modules

that pertain to Gilbanes construction administration activities. Each application has

workflow associated with it that has been tailored to Gilbanes processes, yet is also

customizable. The application is intended to be used by all stakeholders on the

project and allows all users access to the data they need to perform their job

functions.

Basic Hardware Requ irements

In order to function properly, the use of iBuild requires some basic hardware and

internet connectivity. These basic requirements should be incorporated into the Fee

Proposal to prevent the project team from incurring additional, unanticipated costs.

In general, iBuild is a Window-based application. If any of the projects partners are

utilizing non-Windows devices, they may experience some system limitations.

Discuss current limitations with your iBuild Business Consultant.

The following are required at a minimum:

Computer memory (RAM): 4 GB minimum

Web Browser: supported in Internet Explorer versions 7, 8 and 9 (in compatibility

mode) and Firefox (check compatibility of specific version with your iBuild Business

Consultant). iBuilds mobile site will function on Safari on applicable phones and

tablets. SmartViewer does not function on Firefox or Safari.

Data Line: minimum internet connectivity shall be 2 Mbps or higher, depending on

project requirements. For optimal usage, 5 Mbps is required for downloads and 3

Mbps is required for uploads. A single T1 line is not sufficient to run iBuild!

Because various services are subject to availability, the project team shall work with

their Regional Technologist to establish an appropriate solution. Options include:

Multiple T1 Lines will provide a guaranteed speed of 1.5 Mbps. Slowest but

most reliable service. Pros: Bandwidth data rates guaranteed; blocks of static

IP addresses included (which allows your project to connect directly to

Gilbane network); 24hr service technician. Cons: high maintenance costs,

1.5Mbps slow speed for uploads/downloads.

DSL Lines can provide higher speeds such as 22 Mbps for downloads and 5

Mbps for uploads. Best value considering cost and speed. Pros: high speeds;

dedicated line, not shared with nearby users; less costly than T1 lines. Cons:no service guarantees (quality of service less reliable than T1 lines)

Cable Lines can provide higher speeds similar to DSL lines. Least reliable

service. Pros: high speeds; less costly than T1 lines. Cons: no service

guarantees; not dedicated line so will be shared with nearby users.


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Copier/Scanner/Printer: with capabilities to print 11x17. Cost is approximately

$500/month and can be rented directly from Ikon at a negotiated price.

Once given access to iBuild, all project team members shall download and install

SmartViewer and Multi-file Uploader, which can be accessed in iBuild. Regional

Technologists can provide assistance with installing these features.

Optional Tools and Hardware

The following optional tools and hardware are recommended to enhance the

interaction with iBuild and other collaborative applications. Note: amounts in red are

estimated costs from GTG on top of standard issued equipment. They are subject to

change.

At least one tablet PC with the use of iBuild

This provides the ability to review documents, RFIs, issues, RCL/Punch List,

and many other items while the team is out in the field. It allows for real-time data to be shared.

This enables the core enhancement to our business process: electronic

signatures through a single computer. The Client, A/Es, Trade Contractors

and Gilbane will be able to review an item together, come to some kind of

agreement and sign-off approval (or rejection) of the item without having to

go back to their own personal computers to do so.

This encourages sharing of information more readily and without transferring

paper and other correspondence.

This will act as one Gilbane employees computer and will take the place of a

laptop. It can be used by others, but it is not meant to be shared as a public

PC. It will be assigned to a single team member.

External users can sign-on to iBuild through the same tablet and take action

on their items while in the field. They will not have access to their own email

unless it is web-based.

Optimized use of tablets requires site wireless connectivity or an air card.

Be mindful of battery life limitations.

Note: Discuss tablet selection with the iBuild Business Consultant, who can

provide insight regarding limitations with particular products.

An additional workstation for third-party users

Trade Contractors will be able to use this PC to enter daily reports withoutsending them back to their office first, or giving Gilbane a hand-written force

report which the Gilbane team must then type into the system.

Trades will be able to submit RFIs, QA/QC inspections, issues, etc. in

collaboration with the project team.

Architects and Owners can access items in their court and resolve/answer

any applicable items while on the jobsite with the project team.

$500

$2,000


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BIM images and schedules can be reviewed and shared on a dedicated

workstation. If the project has already established a BIM workstation, it can

be used as an iBuild workstation as well. (Note: to perform BIM modeling, a

more substantial workstation is required.)

This computer will not be assigned to a single Gilbane employee but to the

project as a whole. It will be logged in through guest accounts to access the

internet and web-based applications like iBuild. The jobsite trailer/office

must be monitored and security measures in place to prevent theft.

The workstation does require physical space at the jobsite trailer/office.

Expect heavy usage by the Trades. To prevent performance impacts, this

computer should have the same specifications as standard-issue computers.

Contact the Regional Technologist for help choosing the right PC for this

kiosk.

Mobile Smartphones for Field Managers (PMs and Superintendents)

Allows for ready access to emails and notifications from iBuild on critical

items.

Consider portable wireless Wi-Fi amplifier (Mi-Fi), which multiple users can

tie their wireless card into for internet access. Can be used for pictures (though resolution is typically lower than standard

digital cameras).

Web camera attachment to tablet PC

The use of this type of camera will allow project teams to not only take

photos but store them immediately into iBuild without having to track the

photos on paper then rename them and transfer them into some file

structure.

On-the-spot photos at the time of entry of RFIs, issues or inspections, rightwhen the information is discovered.

Small web camera will not get in the way and is used in tandem with the PC.

Note: the web camera cannot be used on its own, so a standard digital

camera may still be required.

30-40 Television/Monitor, Projector and Projection Screen, or Smart Boards for

conference/meeting rooms

Great communication device for calling up issues, RFIs, meeting minutes, and

drawings while in a meeting or in discussion. Greater flexibility to move projector around trailer as needed.

Can be used with BIM and schedule discussions as well.

Suggested by multiple Clients throughout 2009 in multiple regions

If bought with a DVD player, this can be used for video safety orientations

Smart Boards are a more collaborative tool but much more expensive.

$250 +$40/month plan

$30

$1,650

$2,000

$2,000-$8,500


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Dual Monitors

Useful for Project Engineers to review documents and take action in iBuild

simultaneously

Necessity for paperless projects

E-size Plotter/Scanner

Can be purchased or rented

Consider using ARC online

Other Considerations:

Consider a project site mounted web camera through Ox Blue.

Bluebeam is an alternative of Adobe Acrobat Writer for PDF building. It was

built specifically for the AEC industry with better markup tools (and half the

price) of Adobe Professional. Consider looking into extending your wireless network around the site.

o Doing so will increase the access to a wireless connection to the

internet around the project site but can be costly (up to $20,000-

25000)

o An Aruba system can provide wireless connectivity at the jobsite

office at no additional cost, though it typically does not extend out to

the site.

o Contact your Regional Technologist for more information.

Logg ing Into iBui ld

The iBuild login page ishttp://ibuild.gilbaneco.com.

When you arrive at the home page, enter your username

and password, and then click Log In. You may also want to

check the Remember Me box, which will store your

password. If you forget your password in the future, you can

click Forgot Password; you will receive an email with a link

that will allow you to reset your password.

Downloads

To optimize your iBuild experience, you will need to download two tools:

SmartViewer, which allows you to view and markup drawings in iBuild (similar to a

PDF viewing tool), and Multifile Uploader, which allows you to multi-select files to

upload into iBuild (essential if you will be performing tasks like importing contract

documents).

$10,000 to buy or$600/month to rent

$250
http://ibuild.gilbaneco.com/http://ibuild.gilbaneco.com/http://ibuild.gilbaneco.com/http://ibuild.gilbaneco.com/


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When you first log into iBuild, you will land on the ibuild downloads smartviewer

dashboard.

If this dashboard does not appear when you log into iBuild, simply click the down

arrow next to the dashboard name (for example, ) and

find the downloads dashboard.

To download SmartViewer, right click Instructions on Installing NEW v10

SmartViewer ver2.pdf and select Open in New Tab, and follow the instructions.

Opening these instructions in a new tab will allow you to later select Brava 7

SmartViewer_Installer.zip.

To download Multifile Uploader:

Select MultifileuploaderInstaller.zip

Click Open

Select Extract All Files

Select a destination (default is My Documents) and click Extract

Double click the file MultifileuploaderInstaller You will be prompted through a wizard to install the file

You are now ready to use iBuild!


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How to Use this ManualThis manual is designed for all Gilbane employees who will use iBuild. The Table of

Contents of this PDF is hyperlinked (click any line to be directed to that section), and

each section is also bookmarked.

The manual has been broken down into the following sections:

Introduction and Expectations for iBuild Participants:this offers some

background information about why Gilbane switched to iBuild, as well as adescription of the expectations of usage for each core group of iBuild

participants. Next, this section provides a description of iBuilds core

components: the dashboard, Smart Applications (SmartApps), workflow, grid

views, and SmartViewer. Finally, some information about tools and hardware

that will optimize iBuild usage is included in this section.

Basic Functions of iBuild:this is where the instructional component of this

manual begins. This section includes instructions for using the dashboard,

creating new records, working in grid view, and running reports.

SmartApp Details, Workflow and Security:customization and automated

workflow is a huge part of iBuilds functionality. However, it requires anunderstanding of how security roles impact a users ability to work in the

system. This section provides an overview of security roles, and then offers a

deeper dive into each of iBuilds core SmartApps. This section also includes

instructions for using SmartViewer.

Document Library Structures:iBuild also offers a series of file-based

SmartApps that allow it to function as a file repository. This section details

each file-based SmartApp and how theyre used.

IntermediateImporting:this manual contains a series of intermediate

sections for users who want or need a higher level of proficiency in the

system. The first such section is importing, an essential skill for anyone

importing contacts, contract documents, submittal registers, Rolling

Completion Lists, or other lists.

IntermediateProject Setup:setting up a project in iBuild is an essential

step to ensuring a successful iBuild effort. Several steps in this process are

responsibilities of the project team. Those steps are outlined in this section.

Intermediate Other:this section includes other tasks like configuring grid

views, delegating responsibilities, and customizing dashboards.

Watch-outs are indicated by the exclamation logo.

Helpful tips are indicated by the light bulb logo.


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Introduction and Expectations for iBuild Participants

Why the Swi tch to iBui ld?

Through Gilbanes Client Satisfaction Program, negative feedback was received

regarding Prolog Manager and Prolog Website, the applications used to manage day-

to-day project operations. Owners and Architects were telling Gilbane that Prolog

was not collaborative, could not be easily tailored to project needs, and was

expensive due to proprietary software licensing fees.

Gilbane conducted a full market analysis to review all available project management

applications. The results can be found here:Project Controls Market Analysis. Each

product was lacking in functionality and available features. The business decided it

was worthwhile to make the financial and time investment to create a tool that

would fully meet the needs of Gilbane and Clients. iBuild is the product of this

investment.

iBuild is a strategic, lean tool that enables collaboration and integrated project

delivery. The following is a partial list of the benefits of iBuild:

Total collaboration of the project team. The entire team (both internal and

external team members) participates in iBuild.

Instant information sharing that is completely transparent. Access to iBuild

is available at all times, in real time. Everyone working in iBuild is accessing

the same information through the same interface (unlike Prolog Manager

and Prolog Web). This gives the data integrity that the Client can trust.

The ability to view multiple projects at one time. This feature is useful for

Gilbane management as well as Trade Contractors, Architects, Engineers, and

Clients who are working with Gilbane on multiple projects.

Dynamic reporting far surpassing PDF capabilities. Reports contain

hyperlinks allowing you to access records directly.

Electronic processing of information, a feature that is both lean and green.

Automated workflow, which allows for on-the-spot action and approvals.

With workflow, entire project teams always know which individual is

responsible for taking action. This workflow can be customized at the project

level.


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What Is Expected o f Me for iBui ld?

Your involvement with the setup and execution of iBuild for your project will vary

greatly based on your role. On the whole, iBuild is structured as follows:

iBuild Business

Consultants

Regional Managers of Engineering 1 per region

CRO DVRO FLRO MARO MWRO NENG NYRO SERO SWRO WRO

iBuild

Champions

1 per project

Project Staff, A/E, Client,

Trade Contractors

Role: support iBuild Champions and Project Staff in their region

Role: setup job (with Business

Consultants), provide immediate

support for project staff

Role: use system to perform

necessary functions

BDMs, Ops/

Dist Mgrs,

Doer/Sellers

Role: sell iBuild to Clients; manage

execution by project staff

Role: setup and support

projects, perform admin

functions, provide training

This section contains more detailed explanations of role-based expectations.

iBuild Business Consultants

iBuild Business Consultants are responsible for creating projects in iBuild. They run

technical training, provide technical support, and perform administrative functions

that cannot be done by the project team.

The following functions can only be performed by iBuild Business Consultants:

creating projects; creating new companies; inserting, repurposing, and/or adding

SmartApps; turning off or deleting SmartApps from the project tree; inputting

Project Information (such as RFI review time); and importing user accounts via the

spreadsheet template.

Leah Fiore leads the following group of Business Consultants:

Wendell Barnes MWRO, SWRO

Dan Duarte FLRO, MARO, SERO

Lauren Egan CRO, DVRO, NENG (NNE, MA)

Brian GoldbergerNENG (RI, CT), NYRO

Anna Ritson-RaabWRO


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Regional Managers of Engineering

Each Regional Manager of Engineering (RMoE) supports his/her regions or districts

use of iBuild. More specifically, the RMoE roles and responsibilities include:

Region's (or district's) Operations leader for iBuild including knowing how

to use the system as well as understanding iBuilds strategic and tactical

values Collaborates with iBuild Business Consultant and project teams on setting up

projects and scheduling and conducting project kickoffs and training

Point of contact for project teams on Gilbane policies and procedures

regarding the use of iBuild

Runs regional iBuild best practice and information sharing sessions as part of

their regional/district PE Peer Group meetings

Presents his/her region/districts top iBuild issues to the monthly RMoE Peer

Group meeting for collaboration and the development of a one-company list

of priorities

Make presentations and trains presentation teams on how to sell and

demonstrate the value of iBuild

iBuild Champions

iBuild Champions (also called Power Users or Super Users) perform in a project-level

administrator role in iBuild. This is typically in addition to other project

responsibilities.

The iBuild Champion is the primary point of contact for the iBuild Business

Consultants during setup and is tasked with many duties during the setup process.Functions commonly performed by the iBuild Champion include setting up CSI codes,

bid packages, project locations, project information, and the submittal register. The

Intermediate Project Setupsection is designed to assist the iBuild Champion in

performing these functions.

The iBuild Champion must also help coordinate training sessions as needed for the

project team.

Doer Sellers

The Doer Seller has two primary roles: first, to sell the product to Clients when

Gilbane is pursuing the project; second, to determine the needs of the Client and

A/E and manage the implementation of the system to meet those needs.

Selling iBuild to Clients requires both an enthusiasm for the system and the

knowledge to explain its functionality and answer questions posed by the Client and

A/E.


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Once Gilbane is awarded the project, the PX is ultimately responsible for leveraging

iBuilds capabilities and ensuring the setup of iBuild will meet the Client and A/Es

needs and enhance the collaboration and management of the project. Host an

external kickoff meeting and:

1. Start by asking the Client what he/she needs out of a collaborative tool in

order to succeed? Get an understanding of what the Client would like to see

in order to get a pulse of the project.

Items like the Owners Monthly Report and project webcams

can be shown as widgets on a Clients dashboard. (SeeCreating

Custom Dashboardsfor instructions.)

2. Consider the behavioral and communication styles of both the Client and

A/E.

A Client who generally just wants to see big picture items will

not want to be notified every time an item moves through a

workflow step.

3. Obtain an understanding from all parties regarding the level of commitment

and participation required for iBuild to succeed.

4. Ask strategic questions about how the Client and A/E will manage the

project. You must obtain enough information to enable the iBuild Business

Consultants and the project team to structure iBuild to meet the Clients

needs, including:

Which information is critical to move the process forward? Which SmartApps will be used on the project, and how will they be used?

(SeeSmart Applicationsfor a complete list.)

Determine participants and structure of workflow for each SmartApp

Determine project-specific data to identify upfront

Locations; Submittal actions (as determined by A/E); desired

folder structure of shared documents and photos

The PX/Doer Seller must then bring that information to an internal kickoff that shall

be attended by the iBuild Business Consultant, the Regional Manager of Engineering,

and the rest ofthe project staff, as identified at that time. The PX/Doer Sellers roleis to ensure that the Clients needs are incorporated into the setup of iBuild for the

project. Tasks1and2in Project Setup describe these kickoff meetings in more

detail.

The PX/Doer Seller shall also ensure that the project team (internal and

external) receives adequate training for iBuild.


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Finally, the Doer Seller shall ensure the Client and A/E are satisfied with iBuild. They

shall field questions and concerns and route them to the appropriate individuals

(iBuild Business Consultant or onsite iBuild Champion) to address.

Gilbane Project Staff

The Gilbane Project Staff, the iBuild Champion, the A/E, and the Trade Contractorscomprise the everyday users of iBuild. The Gilbane Project Staff must demonstrate

proficiency in the system and use it to manage projects in accordance with Gilbanes

policies and procedures.

The Gilbane Project Team also assists project partners such as the A/E and Trade

Contractors with using iBuild as needed throughout the duration of a project.

Regional Technologists

As the go-to person for field personnels technology needs, the Regional

Technologist must have a functional knowledge of iBuild. They coordinatecomputers for field personnel and can provide insight for items such as selecting the

appropriate data lines for temporary construction offices and selecting appropriate

ancillary devices like tablets and large monitors/projectors. They can help

coordinate the setup of jobsite kiosks for external users.

Architects and Consulting Engineers

Architects and Consulting Engineers will be required at a minimum to process the

workflow in iBuild for submittals, RFIs, inspections and tests (particularly mock-ups),

RCL items and punch list items. The Architect and Consulting Engineers will berequired to upload, download, mark up, and stamp documents electronically during

the workflow process. Depending on the projects requirements, there may be other

applications that will require the Architects and Consulting Engineers participation.

Typically Architects are tasked with monitoring comments from Consulting

Engineers for RFIs and submittals. Workflow may be altered if this function is not the

contractual responsibility of the Architect.

Architects and Consulting Engineers will be required to attend the external kickoff

meeting to review the specific project processes and procedures for each of the

SmartApps to ensure that iBuild is setup appropriately. The kick off meeting will

include an overview training of iBuild and must include the participation of the

Gilbane PX, Gilbane project iBuild Champion, Client, Architect, Consulting Engineers,

and iBuild Business Consultant.


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Once the project is setup and ready for use, Gilbane will schedule one or more

specific in-person training events for the Architects and Consulting Engineers who

will be using the system. Clients are typically invited to this training as well.

At least one of the training sessions should be held in person. This helps foster the

relationship with the Client, Architect and Consulting Engineers, as well as provide

one-on-one level of support.

It is a good practice to conduct a follow-up training session shortly after the initial

training to address any questions or concerns the Client may have. SeeProject-

specific Trainingfor more details. The designated Gilbane project iBuild Champion

will provide the day-to-day support with issues that may be encountered by any

users for that project.

Client

Clients may be required to process workflow in iBuild in SmartApps such as

Submittal Manager, RFI Manager, Inspection and Test Manager (for mock-ups, for

example), Rolling Completion List Manager and Punch List Manager. In most cases,Clients will utilize iBuild to access, review, and in some cases sign-off on items such

as RFI responses, submittal approvals, and punch list completion. Clients may also

run reports and perform system audits.

Like the Architect and Consulting Engineers, the Client shall attend the external

kickoff meeting to review the specific project processes and procedures for each of

the SmartApps to ensure that iBuild is setup appropriately. The Client is encouraged

to attend the initial training session and invited to attend follow-up training sessions.

Its a good idea to ask the Client for other participants in their organization whomay want to attend the kickoff and training sessions.

Trade Contractors

Trade Contractors only own the use of iBuild if it is included in their contract.

Language has been included in Gilbanes General Conditions to include the use of

iBuild. Contact your regions Chief Purchasing Agent for the latest version of this

document.

In order to function most effectively, Trade Contractors must perform the followingfunctions in iBuild:

Complete their Daily Work Reports on a daily basis

Submit all RFIs and Submittals electronically through the system

Complete the appropriate workflow steps in the following SmartApps: Rolling

Completion List Manager, Punch List Manager, Inspection and Test Manager,

Material Manager, and Task Manager


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Trade Contractors are responsible for updating iBuild with all information from their

subcontractors and suppliers, like daily work reports and submittals. Additional uses

by Trade Contractors, such as using iBuild to respond to Requests for Quotation

(RFQs) are determined at the project level.

Program Management and Other Delivery Methods

While this manual assumes Gilbane is acting as CM at Risk, iBuild offers the flexibility

for other delivery methods as well. Workflow can be modified to accommodate

Design Build and Lump Sum delivery methods. Plus, functionality has been added to

iBuild to allow Gilbane to act in a participatory role as a Program Manager.

Regardless of the projects delivery method, iBuild Business Consultants and RMoEs

can assist project teams in structuring iBuild in a way that works best for all project

team members.

iBui ld Core Components

The Dashboard, Smart Applications (or SmartApps), Workflow, Grid Views, and

SmartViewer are the five core components that give iBuild its functionality. This

section provides a brief overview of each core component.

The Dashboard

The Dashboard is the users personalized project homepage. The Dashboard allows

users to quickly view and access the information that is most relevant to them. Pre-

defined dashboards have been created based on functional role, but a user can

customize his/her dashboard as well.

Executive Dashboard:

This global dashboard displays

quarterly information for all projects

within the region, including: Safety Incidents by Quarter

Open Punch List by Due Date

Open Submittals by Discipline

Financial documents and schedule

updates are also shown.


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Superintendent Dashboard:

Smart Applications

iBuilds Smart Applications, also known as SmartApps, are the modules by which

records are entered into the system. Some SmartApps, like RFI Manager and

Submittal Manager, are universal in project controls software. Others, like Safety

Manager and Read File Manager, are unique to iBuild. What follows is a list of all

available SmartApps. Not all SmartApps will be used on all projects. The list of

available SmartApps is presented here; instructions for using each SmartApp can be

foundhere.

Phase SmartApp Icon Description Designato

COREApps

My Activities

Home screen widget that lists all action items for a user. Can be

organized by date, function, or priority. N/A

File It

Ability to easily upload any type of file to be stored in a specific

SmartApp or within project documents. N/A

SmartViewer

iBuild electronic document viewer with capabilities to markup

documents, post RFIs, RCL items, or Punch list items. Includes a

compare feature to overlay previous versions of a file. N/A

External

Websites N/A

Ability to link to external websites such as Weather, G.Net home

page, and lessons learned from a users home screen. N/A

Precon/DesignPh

ase

MeetingMinutes

Historical record of items discussed, attendees, action items, and

decisions. Includes enhancements for action items triggering the

creation and assignment of tasks, open items carrying forward tothe next meeting and creating agendas.

MTG-001-Design-001

Task Manager

Manages the creation and assignment of task items and ongoing

updates to those records. Monitoring capabilities include status,

date tracking, email notifications, and automatic overdue

notices. TSK-0001

Design

Document

Storage area for design documents and for files that are pending

change order to be considered contract documents. DD-0001

The highlight of this dashboard is aconsolidated Master Daily Work

Report for the last 14 days.

The dashboard also includes My

Activities and Inspection and Test

Manager.


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Manager

Public Project

Document

Manager

Storage of uploaded documents for access and use by Project

Team. Can be associated under any organizational structure

determined by the project team to be most effective File NAME

Project TeamIssues Manager

Track risks and items that potentially threaten a project

schedule, costs, or completion ability. Gain predictability and

visibility into project risks to effectively mitigate them. Effectively

manage outstanding project issues and organize by priority, duedate, status, etc. PTI-0001

Correspondence

Manager

Storage of correspondence for access and use by Project Team.

Can be associated under any organizational structure determined

by the project team to be most effective. File NAME

Submittal

Manager

Generation and management of submittal register with

automated workflow to handle the routing of packages, collect

dates, track the architects responses, and manage revisions as

needed.

SUB-02A-

02100-01

Financial

Document

Manager

Collaborative distribution of financial documents including

budget updates and change management documents, with the

ability to assign into workflow for review, markup, and approval. File NAME

Schedule

Update

Manager

Formatted to project-specific details of the project schedule,providing regular updates for review, comments, and markups

across the entire project team. This is utilized to ensure all team

members are working to the same schedule. File NAME

IDC Issue

ManagerTool to track issues during the IDC process

0001

IDC Document

Manager

Storage of IDC marked-up files for access and use by the Project

Team. File NAME

BIM

Coordination

Manager

Storage of BIM Files for access and use by Project Team. Can be

associated under any organizational structure determined by the

project team to be most effective File NAME

ConstructionPhase

Material

Manager

Expedite delivery of material and equipment managingfabrication, shipment, and delivery dates. Direct link with

Submittal items and workflow notifies trades for a monthly

update of items and Gilbanes review.

MTRL-02A-

0001

Inspections and

Test Manager

Replacement of paper-based inspections which allows for

interactive review of any type of work. Includes automatic

notifications to invited parties prior to the meeting. Links with

appropriate submittals and RFIs. INSP-0001

Contractor Daily

Work Log

Each trade completes in their own information on the work

performed on site for the day. Includes detailed manpower, links

to inspections, tasks, and equipment. CDW-0001

Schedule

Impact Manager

Communication and tracking tool of issues that may come up on

a job that could impact the schedule. Project scheduler would be

automatically notified with potential impact and be able to link

with the project schedule activity item. SCH-0001

Safety Manager

Track all safety incidents that may or may not have resulted in a

time loss injury. Workflow can be designed to require various

levels of acknowledgement depending on severity of the

incident. Facilitates tracking, and rollup reporting from project

to region and to corporate. SAF-0001


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Punch List

Manager

Tracking of final punch list for the project while keeping closed

RCL items separate. All open RCL items can be promoted to

punch list items and tracked under this list. Items can be

spatially indexed via mapping to a drawing in SmartViewer. PL-00001

Coordination

Document

Manager

Collaborative tool to share and store coordination drawings on a

project, with workflow to assign next party with action on a

particular drawing or area. CDM-00001

Read File

Manager

SmartApp that manages the distribution of important

documentation and correspondence to Gilbane team members.

Includes workflow, notifications, and receipt acknowledgements. READ-0001

RFI Manager

Used to create and manage RFIs, customizing the workflow to

meet your specific needs, such as handling multiple reviewer

answers, and various answer functionality for architects. RFIs can

also be mapped on drawings with a Pushpin to easily

communicate location to our project team members. RFI-0001

Master Daily

Work

Single log of all TC daily work logs combined with tracking of

Gilbane personnel and visitors to the site. Includes weather

details and other overall project notes. Workflow includes

PM/Supt. Approval of Daily Work reports MDW-0001

Contract

DocumentManager

Manage all your drawings, specifications, narratives, and

sketches centrally with drawing metadata, versions and

revisions, check-in / check-out, and a full audit trail. Eachassociated file is easily opened within SmartViewer for review. CD-A100-0

RCL Manager

Identify and track the list of items requiring completion with

automatic notifications to responsible parties. Items can be

spatially indexed via mapping to a drawing in SmartViewer. RCL-0001

Bid Package

Manager

Identification and tracking of the bid packages associated with

the project. Companies, individuals, and CSI codes are all tagged

to a specific bid package. BP-04A-0

Transmittal

Manager

Create transmittals for correspondence with external users with

links to attachments and automatic routing to identified parties.

Workflow will send item, gather receipt acknowledgements. TRN-0001

Workflow

Workflow is an execution of the ball-in-court concept, in which all team members

know which individual is responsible for taking action on a given item at a given

time. Information and action items move from one team member to the next by

executing workflow in the system. By having the ability to share documents, tasks,

action items, etc. with the click of the button, efficiency and communication is

greatly improved.

Grid ViewsWith grid view, a user is able to view a grid of all records of one SmartApp at one

time. The look and feel of grid view was designed to mimic Microsoft Excel and

provide an interface that was familiar to users. In addition, grid view has a preview

pane. This preview pane enables the user to view the details of one particular record

and take action on that record, without leaving grid view.


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A Project Manager can view all incomplete tasks from a particularmeeting set, like design phase meetings or O/A/C meetings. A Gilbane

Engineer can view all outstanding submittals owed to them by a

particular Trade Contractor.

The grid view allows the user to edit records right from the grid, similar to Microsoft

Excel. To make identical edits to multiple records, the user can utilize the bulk

editing feature. Workflow can also be advanced for multiple records at one time by

utilizing bulk workflow.

Update completion date of many RCL items and send items back to

Trade Contractor as completed.

Lastly, you can print grid views to quickly create dynamic reports right from the grid.

You can also download grid data in file types including Microsoft Excel and Adobe

PDF.

SmartViewer

SmartViewer is a feature within iBuild that allows a user to view contract drawings,

submittals, and all other documents directly in the system. In addition to viewing

documents, a user can also utilize mark-up tools like the bubble, arrow and textfeatures to add comments.

SmartViewer is integrated with the IDC, RFI, RCL, Punch List, and Contract Document

Manager SmartApps. A user can link one of these SmartItems to its appropriate

location on the drawing in SmartViewer. Conversely, a user can generate a

SmartItem (like a new RFI) directly in SmartViewer.

In grid view, you can:

Customize your view by

adding and removing data

fields

Rearrange columns

Sort data

Filter data by keyword

Save customized views


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SmartViewer also enables a user to compare drawings. Components shown in grey

are exact matches; components shown in green or red indicate differences.

Compare a newly issued drawing

to its superseded version to

quickly spot changes.

Compare a first floor drawing to

a second floor drawing toconfirm shaft locations, stairs,

and other items align vertically.

SmartItems (RFIs) tagged to

locations on a contract drawing

in SmartViewer. SmartItems are

color coded to reflect the

current workflow step.


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Basic Functions of iBuild

Working in the Dashbo ard

The dashboard is your home page in iBuild. You can see data from multiple

SmartApps and jump to individual records from it. You can also see other

information on your dashboard such as reports and external websites.

Project MenuAt the top left of the dashboard is a series of menus, including the Project Menu and

the User Menu. The Project Menu offers several actions that can be performed at

the project level, once you are in a specific project.

To get into a project in iBuild, utilize the

Project Portfolio or the Project Picker. Project

Portfolio displays projects in a grid view, while

Project Picker displays projects more like a

visual rolodex.

Project-level settings are modified in Project

Properties. View all users associated with the project in

Project Team.

Optionally, some projects utilize the Project

Calendar to track meetings and other events.

Project File View contains a list of all files loaded into iBuild for a particular

project, including those loaded in file-based SmartApps and those attached

to workflow-based SmartApps. This view is useful for downloading files for

closeout.

Many of these functions are performed by iBuild Champions; details about these

functions are listed inIntermediate - Project Setup.

User Menu

The user menu, which will display as your username,

offers several actions you can take at an individual

user level.

You can launch My Activities from this menu.

My Files contains all files you have access to.

If you are in iBuild globally (not in a specific

project), you can access all files across all

projects you have access to. My SmartApps lists all SmartApps for which

you have access. You can make a SmartApp a

favorite by clicking Create Shortcut ( ).


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All SmartApps for which you have created a shortcut will appear in MyFavorites.

The Admin Console is used to perform administrative functions like setting

up new user accounts. These tasks are generally performed by iBuild

Business Consultants and project-level iBuild Champions.

Change your password in Change Password.

In Edit Profile, you can edit your email and phone information.

Set Notification Preferences is the tool to adjust how often you receive email

notifications from iBuild. You can customize settings for each activity (such as

workflow changes and file uploads) for each SmartApp. You have the option

to receive emails in Real Time, as a daily Digest (once per day), Both real

time and digest, or not at all (None).

None is not available for workflow; in order for iBuild to work

effectively as a collaborative tool, you must be notified that you have

workflow action to take.

External users will rely on your assistance to edit notifications. For

example, once the RCL kicks off you may want to suggest that a

Trade Contractor change his/her RCL Manager workflow notification


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to Digest. Otherwise, he/she will receive separate emails for each

RCL record created.

Use Logout to log out of the system.

The Dock

The dock appears at the bottom of the dashboard and contains icons for each

available SmartApp associated with the dashboard and project.

Available Dashboards

The first time you log into iBuild, you will land on the

Downloadsdashboard. After completing the necessary

downloads, you will want to change your dashboard. Do

so by clicking the down arrow next to the name of the

dashboard ( ). A list of available dashboards will appear,

like the image at right. Simply click the dashboard you

want to use once and iBuild will automatically refresh.

Here is a list of some of the most popularly used

dashboards by Gilbane employees.

For reference, here is a list of some of the major external dashboards.

Dashboard Name What It Includes

project engineer My Activities, Meeting Manager, RFI Manager, Submittal Manager

LT.

superintendent My Activities, Contractor Daily Work Report Manager, Local

Weather (external site), Rolling Completion List Manager,

Inspection and Test Manager.daily work log My Activities, Master Daily Work Report, Current Weather (local),

and three widgets of filtered Contractor Daily Reports: Awaiting

Review, Late, and Awaiting Corrections.

project documents My Activities, Public Project Document Manager; assigned to all

Gilbane users.

basic dashboard My Activities only; this dashboard is available with and without the

dock icons. Its recommended to use this dashboard with no dock

icons when in Toggle Tree Mode.

Dashboard Name What It Includes

architect,

consultant, owner

My Activities, RFI Manager, Submittal Manager LT

trade contractor My Activities, Contractor Daily Work Report Manager, RFI Manager,

Submittal Manager LT


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Toggle Tree Mode

A popular way to navigate through iBuild is to utilize tree mode. In tree mode, you

will find a full list of SmartApps associated with a project, allowing you to quickly

jump between SmartApps.

To access tree mode, click Toggle Tree Mode at the top left of the iBuild window.

Click this button again to go back to Dashboard view.

Importing can only be done via tree mode.

Tree mode is only available to Gilbane users.


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Searching

In iBuild, you can search from the dashboard or from any SmartApp.

In the search field, enter a keyword, phrase or part of the name of the record you

would like to link to, then click the Search ( ) button.

A list of records which contain the

word/phrase will appear. Click any record

number and the record will pop up in a

separate window.

You can enter additional words in the

search field to refine your search.

To begin a new search, click Clear. To

close the search window, click Close.


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Detai led Loo k at a Record

A set of tabs appears on the left side of every iBuild record. Details is the default tab

when records are opened. The other tabs allow you to add information to the record

such as files, comments, and links to other records. You can add information to

these tabs even after the record is closed.

Details Tab

Along the top of each record, a series of

available actions is listed. This includes Save

options, Close, and Actions. Multiple

options will be available under the Actions

menu and will vary by SmartApp.

At the top right of the record exists a

second series of available actions, including Refresh ( ), Email ( ), Print (

), Copy to Clipboard ( ), and Help ( ).

Refresh updates the record with the most recent data.

Email initiates the Email Out feature (seeEmailing a Record).

Print generates the default detailed report of the record. You can

then print or export the report.

Copy to Clipboard allows you to copy the record onto your clipboard

in iBuild. The clipboard temporarily stores files so that you can apply

them in other areas, such as generating a link to another record. Onceyou close out of iBuild, the clipboard is emptied.

Help launches the just-in-time

training tutorials.

Most SmartApp records have a group of

fields at the top called Item Details. These

fields are system-controlled and not

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2

6

5

4

3

1

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3


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editable. These typically include the item Name and the current Stage of

workflow. In addition, any field in any record that is grayed-out is not

editable. In any record, all fields that are grayed out are system-generated

fields that cannot be altered.

The Number field auto-populates when you submit the record. The value in

this field is in iBuilds standard numbering format: the SmartApp

abbreviation, plus the next available five-digit number, separated by a dash.

For example, RCL-00003.

Stage appears in many SmartApps and is initially set to Draft; iBuild

automatically updates this value as the record moves through the workflow.

Fields marked with * red asterisks are required fields. Records cannot be

saved until all required fields are completed.

This is the workflow drawer. A green triangle indicates you have workflow

action to take. Click the triangle to open the workflow drawer; take workflow

action by clicking one of the available buttons. To close the drawer, click thetriangle again.

Navigate to the next or previous records in the SmartApp using these

buttons. These buttons retain any filters applied in grid view; i.e. Next will

bring you to the next filtered record.

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5

6


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Revisions Tab

A new version of a record is created every time information within a record ischanged and saved. A revision is a more substantial change and applies more

commonly to file-based SmartApps; when a new file is uploaded and supersedes the

previous file, it is considered a revision.

All versions and revisions are listed in grid view, in reverse chronological

order (newest at top). Double click any version/revision to open the record

as it existed in that iteration, or select the record and click Details ( ).

Create Revision ( ) can be used to generate a revision of the record, such

as creating a Rev1 of an RFI to send a follow-up question to the A/E.

Reversion ( ) is not used.

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2

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2


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Attachments Tab

All attachments that have been uploaded to the record are listed in gridview. These are filterable and sortable like any grid view.

Actions available include:

Refresh the grid Delete the attachment

Upload an attachment Download the attachment

Upload a URL (add a website

address as an attachment)

Manage the file (copy to

another SmartApp, manage

security, force check-in)

View the attachment in

SmartViewer

Flag the attachment as Public

(flagging an attachment

includes it by default in PDFs)

Edit and view additional details

(revisions, audit trail, etc.)

Upon selecting an attachment, you can view details about the attachment in

the Preview Pane.

The Attachments, Comments, and Links tab all have a red number

designation next to them. This indicates the number of attachments,

comments, and links associated with the record.

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2

1

2

3

3

4

4


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Comments Tab

All comments that have been created are listed in a grid view. Double click

any comment to view it.

All comments are viewable to all iBuild users who can access the record.

Comments cannot be deleted.

Available actions include Refresh ( ), Add a new comment ( ), Delete a

comment ( ) and Print ( ).

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2

1

2


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Links Tab

The Links tab allows you to link a record to a related record.

Link an RFI to the contract drawing that shows the issue in question.

All records that have been linked are listed in grid view. These are filterable

and sortable like any grid view.

Actions available include:

Refresh the grid Add Link to Clipboard (add all

records from the clipboard aslinks)

Add a link

Add to Clipboard (select one or

more records from the

clipboard to add as links)

View the linked record in

SmartViewer

Delete the link

Upon selecting an attachment, you can view details about the attachment in

the Preview Pane.

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1

2

3

3


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Audit Tab

Every action that is taken on a record is stored in the Audit tab. The Audit tab is

particularly useful to track the history of the record or determine current ball-in-

court (which user has workflow action). It also stores emails sent out of iBuild using

the Email Item ( ) feature.

To view details of the individual action, double click the action or click once

and select View Item ( ).

You can filter the list using the Source

Filter drop down menu. You willtypically filter to view only Workflow

actions.

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Working w i th New Records

Creating a Record

You can create, or add, a new record wherever you see a plus (+) sign. Options

include:

Click the applicable SmartApp button on the dock

and select the Add Item button ( ) from the pop-

up menu. If the SmartApp for which you want to add a record

is displayed on your dashboard, like the example

below, click the Add Item button ( ).

The Add Item button ( ) is also available when a single SmartApp is

maximized.

Entering Information into a Record

Fill out all fields for which you have information. All required fields are marked with

a red asterisk (*). Grayed-out fields are system-generated and not editable.

Some fields have a drop-down menu that allows you to select a value from a pre-setlist. If you dont see a value that you feel should be there, contact your iBuild

Champion (project-level administrator) or iBuild Business Consultant.


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There are several ways to enter dates. All date fields have a drop-down calendar

allowing you to select a date. You can also manually enter dates in the format

MM/DD/YY.

Some fields have an Add Contacts button

that allows you to select specific iBuild

users. These are called picker fields and

can be required or optional fields. To add users in a picker field:

1. Click the Add Contacts button ( )

2. Select Show All to return a list of all users who have access to the project, or

click in the search field and start typing the users last name. Search results

appear automatically after you enter three characters:

If you see checkboxes in the list, it means you can select more than one user

to put into the field. If you do not see checkboxes, it means you can only

select one user.

3. To select a user, click the checkbox (or click their name, if checkboxes are

absent), and click the Add Selected button. Then click Close to close thepicker window.

Other fields allow you to type text that remains unformatted.

Lastly, some fields allow you to type text

that you can format using the toolbar at

the top of the field. This is generally thecase for fields that you would type a

large amount of text into, such as the

Description field.

For more details about entering specific information for each SmartApp, see

SmartApp Details, Workflow and Security.


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Submitting and Exiting a Record

You have several options available from the Save menu located in the upper left

corner of the record. In general, when you save a record it is automatically pushed

into workflow.

Save is the default option. It saves the

current record and keeps it open.

Save & New saves and submits the current

record and opens a new blank record. Save & Copy saves and submits the current

record and creates a new duplicate record. This is useful when many of the

fields will be the same from one record to the next.

Entering multiple RCL items from a walkthrough.

Save and Close saves and submits the current record and closes the

SmartApp.

Save Draft saves a draft of the record but does not submit it.

If you failed to enter any required fields, you will receive an error message when

trying to save the record. After saving, exit the record by clicking the Close

button or ( ).

Working w i th Exist ing Records

Accessing a Record

Records can be accessed from the dashboard or from the dock:

To access a record from a widget in the dashboard (including My Activities),

check the box next to the record and click Edit Item ( ) in the toolbar. You

can also double-click the record.

To access a record from the dock, clickthe

appropriate SmartApp icon, then click the center icon,

Browse App. The grid view of the SmartApp will

appear. Check the box next to the record and click

Edit Item ( ) in the toolbar. You can also double-

click the record.

Although multiple users can access the same record simultaneously, only the user

who accesses the record first can edit it (as long as that user has sufficient security

rights to do so).


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Performing a Workflow Step

If you are required to perform a workflow step on a record, the record will appear in

the My Activities widget on your dashboard. The text in the Activity column briefly

describes the workflow step you must perform.

1. Access the record from My Activities.

2. Review the record and any associated attachments and comments, as

appropriate.

3. A green arrow on the workflow drawer indicates that there is a workflow

step for you to perform. Open the workflow drawer by clicking the green

arrow ( ).

4. A series of workflow options will appear.

These options vary based on the SmartApp, your role, and the current stage

of the record. Perform the workflow step simply by clicking the mostappropriate option.

5. In most cases, there will be no further workflow steps required of you at this

stage and you will see a message in the drawer indicating this. If the

workflow drawer does not close automatically, close it by clicking the red

arrow ( ).

6. On the Details page of the record, the arrow changes to black, indicating

there is no workflow step to perform.

Whenever you perform a workflow step, you do not need to save the record,

even if you edited it; selecting an action in the workflow drawer effectively

saves the record.

7. Close the record so that the user responsible for the next step in the

workflow can perform it.

8. The My Activities widget auto-refreshes and the record disappears. You can

also refresh the My Activities widget using the Refresh button ( ) on the

toolbar.


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Using CC: Notifications

All SmartApp records contain two fields that allow you to copy other users on iBuild

notifications: One-time Notification CC List and Notification CC List.

If you want a user to be notified at each step of workflow, add them to the

Notification CC List field.

If you want a user to be notified at one particular workflow step, add them to

the One-time Notification CC List before taking workflow action.

Unlike other notifications, CC: Notifications cannot be digested and are always

received real time.

Emailing a Record

In addition to utilizing CC: Notifications, you can email a record or multiple records

to anyone at any point in time. You can email a record wherever you see this icon (

), including from the SmartApp widget on the dashboard, from the SmartApps

grid view, or from within the record.

Select the record(s) and click Email Item ( ).

The Email Item wizard will appear and you will be prompted to make several

selections.


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How do you want to send the item? If you are sending multiple

records, you will choose between sending a single consolidated email

with all selected records and sending separate emails for each

selected record.

How do you want the email delivered? You can elect to email the

record as a PDF attachment, email the record as a link to a PDF, or

email the record as a link to the SmartItem in iBuild.

o If you are emailing to an individual who does not have an

iBuild account, do not email the record as a link to the

SmartItem; they will not be able to access it.

o If the record you are sending contains attachments with

large file sizes, avoid emailing the record as a PDF

attachment and opt for one of the other options.

Click the Next button.

Select Recipients with iBuild user accounts in the picker under IQ9

Accounts or Contacts (seeEntering Information into a Recordfor more

detailed instructions for using the Picker). To send to individuals not using

iBuild, enter their email addresses under Other Recipients. Your email address auto-populates in the From Email Address field.

Enter a subject in the Subject line and a description in the Body. If you

want to include the record details in the body of the email, click the

Append Item Details to Body checkbox.

Click the Next button.


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If you chose to send the record as a PDF, iBuild will prompt you to select

some options for the PDF, such as whether to include attachments and

comments. The default selection is for publicly approved attachments

and markups to be included. For detailed help with these selections, see

theBuilding PDFswizard.

After selecting your options, click the Send Email button. An email will be

sent and generated based on your selections, like the one shown here.

Emails sent out of iBuild are stored in the Audit tab of the record.

Uploading and Downloading Attachments

Before uploading documents to iBuild, make sure you have downloaded the Multi-

File Uploader. SeeDownloadsfor instructions.

Uploads and downloads are done in the Attachments tab of a record.

To upload a file, click the upload button ( ) on the toolbar. The File It

interface appears:


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Because you are in a SmartApp record, the Content Type pane on the

left side of the window will be filtered and you will only see types

relevant to the SmartApp. If more than one content type appears,

select a type before uploading a file.

Click Select File ( ) and search your computer for the file(s) you want

to upload.

Click Open in the popup window or drag and drop the files into the

upload window in the right side of the File It window.

Click Next then click Upload.

iBuild will give you the option to upload more files. Select Yes or No.

Once you have finished uploading, your files will appear in the grid

view of the Attachments tab.

To download file(s), select the file(s) and click the download button ( ) on

the toolbar. You can select all files by clicking Select All, the checkbox at the

top of the grid:

iBuild will prompt you to Open or Save the file(s) you have selected. If you

chose to download a single file, iBuild will open that file in its native

application. If you chose to download multiple files, iBuild will open a .zip

folder containing the files. Extract those files in order to open them in their

native applications.

Creating Comments

iBuild will prompt you to enter a comment when you perform certain workflowsteps, particularly if rejecting a record and sending it backwards in workflow.

A Superintendent sends a completed RCL item back to the Trade

Contractor for rework.

In these instances, the Add Comment interface will appear. Enter a title in the

Subject line and a comment in the Body, then click Submit.


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You can also add a comment to a record at any point in time. In the Comments tab,

click Add ( ). The Attach Comment interface will appear.

The comment can be public to all users or private to a specific user.

You can attach files to the comment.

Be sure to enter both a subject line and a message.

Click Submit to save the comment.

Viewing and Responding to Comments

View any comment in the Comments tab of a record by double clicking on it. The

Comment Detail window will appear.

To replyto a comment, click the Reply button ( ). The Subject is automatically

generated. Enter your comment in the Message/Comment box and attach a file if

needed. Then click Post ( ).

Linking Records

Related records can be linked to each other in iBuild.

1. From the Links tab in the record, click the Add ( ) button.

2. In the search field, enter a keyword or part of

the name of the record you would like to link to,

then click the Search ( ) button.

3. Click the Add ( ) button to the right of the

record you would like to link to, then click the

Close button.


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Working in the Gr id

A list of all records in a SmartApp appears in tabular format.

Available actions in grid view vary by SmartApp but typically include:

Refresh the grid Not applicable

Add a new record Highlight editable cells in grid (in

order to make edits)Edit the selected record(s)

Delete the selected

record(s)

Highlight item in SmartViewer

(opens and highlights a mapped

SmartSymbol in SmartViewer)

Print the selected record(s) Email the selected record(s)

Generate Revision of

selected record(s)

Create a Schedule Impact record

based on the selected record(s)

Copy the selected record(s)

creates and opens a

duplicate copy

Go to the ProCheck Library

Engineering Resources

Build a PDF with the

selected record(s)

Go to Lessons Learned database

Delegate responsibility for

workflow action for the

selected record(s)

View the record in SmartViewer

(only available in file-based

SmartApps)

There are several ways to manipulate the grid view.

Columns can be rearranged simply by dragging and dropping the gray

column headers.

Select from pre-arranged grid views using the drop down menu (

). Each standard grid consists of a

1

2 3

4

5

1

2

3


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unique set of columns. Some standard grids show a filtered list of

items, instead of all items (such as filtering out closed items).

Access reports from grid view using ( ).

There are many other options, such as sorting, filtering, and adding

fields to your grid view. You can then save these customizations as

personal grid views. For instructions, seeConfiguring Grid Views.

50 records load in grid view at one time. To load more records, simply scrolldown or click ( ). At the bottom right corner of the grid you can also export

records from the grid using the export button ( ).

The Preview Pane is located below the grid. Here you can preview the details

of individual records and take workflow action on one or multiple records.

What follows are instructions for performing the most commonly used functions in

grid view.

Performing In-Grid Edits

You can edit records in grid view rather than having to open the record.

1. Click the Highlight editable cells in the grid ( ) button.

2. The cells you can edit in the grid are highlighted. You cannot edit records that

are closed. Click the cell you would like to edit; the cell becomes editable.

3. Make the edit and, to apply the edit, click into another cell or click the

Refresh ( ) button.

There is no Undo function with in-grid editing. If you want to undo a

change, simply edit the cell back to the previous value.

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5


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Performing Bulk Edits

To make the same change to multiple records, utilize the bulk editing feature.

1. In grid view, check the box next to each record you want to edit.

2. Click the Edit Item ( ) button.

3. The Bulk Edit interface appears. It contains all the fields that are eligible for

bulk edit. If you edit any of the fields, it will apply to all the records selected

in the grid.

You must check the box next to each field you edit. This tells iBuild that you

want the edit to apply to all the selected records.

4. Click the Submit button. The new field value is applied to all the records you

selected.


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Performing Bulk Workflow

In grid view, you can also perform workflow steps on multiple records at the same

time.

All records must be in the same

stage of workflow in order to use

bulk worklow.

1. In grid view, check the box next to

each record you want to edit.

2. Click the Actions tab below the

grid.

3. Click the appropriate workflow

button. The workflow step is

performed on all the records you

selected.

Building PDFs

From the grid, you can generate a PDF document of a record (or series of records),

including files attached to the record(s). You can build PDFs directly from the

widgets on your dashboard. You can also build a PDF right from an individual record

by selecting Actions and Build PDF.

PDFs with Securities that do not allow Document Assembly cannot be

included in a Build PDF. Talk to your project partners to make sure they do

not place securities on the PDFs they load into iBuild.

1. In grid view, check the box next to each record you want included in the PDF.

2. Click the Build PDF ( ) button.

3. The Build PDF wizard appears.


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If you are combining multiple records, you can chose to create a single

consolidated PDF or create multiple PDFs (one for each item). To include files uploaded on the records Attachment tab, click the

Attachments checkbox.

To include comments that are posted on the records Comments tab,

click the Comments checkbox.

Use the Item View drop down to change the way the information will

display in the PDF; you will commonly change this from the default

layout. Formatting options correspond to the available report formats

for the selected SmartApp.

4. Click the Next button. On the next screen, you will select which attachments

and markups to include.


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Check the boxes beside the attachments you would like to include in the

PDF. Attachments that were Flagged as Public in the record ( ) will

already be checked.

By default, all Approved Public Markups will be shown on the

attachments included in the PDF. To adjust which markups are displayed,

check the box next to any of the layers listed under Attachment

Markups. Click Generate PDF.

5. You can download the PDF as a zip file by clicking Download .zip. You will

then be prompted to open the file.

Additionally, PDFs are stored in the Report Vault. To retrieve it, click the

Report icon on the dock, and select the Report Vault tab. Double click your

file to view, print or save it.

Here are a few tips for building consolidated PDFs for closeout purposes:

View files in Project File View, which shows all files uploaded into iBuild

from all SmartApps.

You can use the Download or the Build PDF feature.

Download files by SmartApp, and download in manageable chunks. This

will prevent system performance problems in iBuild and prevent PDFs with

massive file sizes that are slow to load and use.

Exporting Data from the Grid

In the bottom right corner of any grid view, youll notice a series of icons:

You can export record data directly from the gridusing the export ( ) button. You will be prompted to

select a file type and orientation (Portrait or

Landscape). Then click Export now.


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Reports

You can access reports from the Dock or from the grid view of a record. You cannot

access reports through Toggle Tree Mode.

Reporting from the Dock

Access the Report Center by clicking the Report icon on the dock:

Here you will find two features:

Run Reports allows you to run any available report for any SmartApp. Click

the Name or SmartApp Definition heading once to sort the reports. Find the

report you wish to run and check the box next to that field. Then click ( )

to run the report.

The Report Vault stores all reports that have been generated for a particular

project. Built PDFs are also stored here. Simply double-click on a report toview it. The report will open in Adobe Acrobat/Reader.

You can also utilize the report button on each SmartApp icon on the dock:

Clicking this button will bring you to the same Report Center,

however this time all reports in both the Run Reports and

Report Vault areas will be filtered to include only reports for

that SmartApp.

Reporting from the Grid

Reports are also available from the grid view of a SmartApp.

SeeAppendix Efor a list of all available RFI and Submittal Reports.

When you click the down arrow ( )

next to the Report icon, a list of

available reports will appear. Reports

labeled as All will include all records;

reports labeled as Filtered will include

only those records still remaining after

you applied any filters to the grid. For

filtering, see Configuring Grid Views.


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SmartApp Details, Workflow and Security

iBui ld Ro les and Secur i ty Overview

In order to take workflow action in iBuild, each user must be set up with the

appropriate roles in the system. This is done by assigning users to Security Groups, a

task most typically performed by iBuild Champions. First, this section will describethe function of each Security Group in iBuild.

Security Groups include:

Primary Security Groups Applicable User(s) Use, Comments, and Watch-outs

*Architect Punch List Sign Off

Contact

Architect When the Architect Sign-off Required?

box is checked for a Punch List record, this

user is sent workflow action.

*iBuild Architect Primary: Architect

Secondary: Other

Anyone who needs to be the Primary

Reviewer for submittals should be added

to this group*iBuild Engineer Primary: Consultants

Secondary: Architects

Assign secondary Architects this security

group if they need to review submittals

*iBuild gDist Manager Gilbane District Manager

*iBuild gProject Admin RMoE/iBuild Champion Typically RMoE; could also be separate

login for iBuild Champion (only use when

changing admin info)

*iBuild gProject Engineer Gilbane PEs

*iBuild gProject Execs Gilbane PXs

*iBuild gProject Manager Gilbane PMs

*iBuild gRegional Execs Gilbane Regional Execs

*iBuild gSafety Gilbane Safety This is an onsite Gilbane safety role (eitherProject Safety Manager or Gilbane

Superintendent)

*iBuild gSuperintendent Gilbane Superintendent

*iBuild Owner Owners/Clients

*iBuild Trade Contractor Trade Contractors

*Internal Master Daily Work

Submitters

Gilbane Superintendent This is assigned to all Gilbane

Superintendents who will submit the Daily

Work Report to the Gilbane PM

*Internal Project Impact

Reviewer

Gilbane Gilbane user who will review schedule

impacts

*Internal Project Team All Gilbane Users must beassigned to this group

Any Gilbane user not assigned will not beable to view meeting minutes

*Internal RCL and Punch List

Bid Package Assigner

Gilbane Gilbane user who assigns a bid package

number to RCL and Punch List records

generated by external users

*Internal Regional Safety

Manager

Gilbane Regional Safety

Manager

Reviews incident classifications of Safety

records

*Internal Regional Scheduler Gilbane Scheduler Confirms schedule impact for schedule


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impact records

*Owner Punch List Sign Off

Contact

Owner When the Owner Sign-off Required? box

is checked for a Punch List record, this user

is sent workflow action.

*RFI Primary Architect Architect Security role required to answer an RFI.

Should only be assigned to one user.

*Submittal Primary Architect Architect Security role required to take official item

action. This role is applicable to the old

version of Submittal Manager.Additional Security Groups Applicable User(s) Use, Comments, and Watch-outs

External Coordination

Document Participant

Trade Contractor participants in the

Coordination Document Manager process.

Auto-populates Coordination Participants

field when setting up a record.

iBuild gScheduler Gilbane Scheduler Use only if you have full time scheduler on

project

iBuild Inspector Testing Agencies and similar

iBuild Lawyer Lawyer Read-only access to review records

iBuild Prgm Mgr Consultant

Edit RightsiBuild Prgm Mgr Consultant

Read Only

iBuild Prgm Mgr Edit Rights

iBuild Prgm Mgr Read Only

IDC Architect Architect

IDC Consultant Consultant/Engineer

IDC Issue Releasor Gilbane

IDC Project Contact Gilbane

IDC Team Gilbane

Internal Document Reviewer Gilbane Internal reviewer of all documents and